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Project Plan - Performance Management System


By Kelle Colyer-Brown, Amit Kale, and Jiaze He



Executive Summary

Company Name: Cooktime, Inc

Location: New York, NY

Company Product: A Cookbook app for recipes, sharing personal tricks for cooking, books, videos, etc.

Project Concept: Cooktime’s current system uses the bell curve performance measurement system, calculated manually in Microsoft Excel. The company projects 70% year over year market growth and urgently needs a performance management system. The new system needs to lead the market in incorporating features and functions that will drive innovation and support retaining employees.

Employee strength: 1100

Stakeholder/Departments: All departments, but a focus on the following

● Sales and Marketing department to increase Sales and Branding for the App usage.

● Motivate the Content team to add new and unique recipes.

● Talent Management & Business department to reduce attrition.

● Goal and objective tracking to increase employee efficiency and productivity (quarterly and yearly)

● General Counsel - recordkeeping to mitigate risk from performance-related employment actions

● Compensation - Budget management and compensation forecasting; total comp structure including performance-based bonuses

● Leadership / Executives - Ensure professional development goals and performance benchmarks are aligned with organizational goals.

Project Goal and Scope

Goal:

Evaluate and Implement a cloud-based performance management system that will help the organization automate, track and record employee performance.

Scope:

1) Perform a needs analysis & gap analysis to build a business case

The strategy is to identify the features required in the new system and how it will solve the current and future business needs. A steering committee is formed to identify the system needs, how the system should work and timelines. A Requirements Definition Report will be created with the help of HRIS team members, HR, department subject matter experts, IT team and a member from senior management preferably a Head of HR/SVP HR.

The new performance management system should resolve the following business problems.

● An automated system that will make it easier for employees and managers to conduct performance reviews easier and in a timely manner.

● A system that will record all performance appraisals data - ratings, base pay, bonus, commissions, etc.

● A system that enables employees to conduct a self-appraisal, tracks their goals and achievements.

GAP Analysis: We will document the current state of the manual system, the existing features and conduct interviews with stakeholders and document their inputs as follows:

● Business Requirements:

○ How many employees do we currently have and what are our future growth plans for the system support?

○ What features do we need based on specific departments?

○ Performance Management System: Will capture performance ratings from 1 to 5

5– Outstanding, 4– Exceeds Expectations, 3- Meets Expectations, 2- Needs Improvement, 1- Unacceptable

○ Employee Goals and Objectives: A process to track individual employee quarterly Management By Objectives and a tracking mechanism to track the progress of each of these goals.

● Functional Requirements

○ What functionality do we need in the system? High Priority

■ Employee Self Service

■ Manager and HRBP User Role Access

■ Automated reporting and Analytics

■ Integration with HRIS, Payroll and LMS

Low Priority

■ Branding / Customization

■ Dashboard displays

■ Employee engagement surveys

■ Mobile platform /app

○ Define Business Rules, Administrative tasks, User Access, etc.

● Technical Requirements: As a small organization, we do not want to invest heavily in on-site IT infrastructure, but rather move to a cloud-based solution. The system should be fast, mobile and easy to use.

○ Define: technology requirements, accessibility, performance, etc.

○ Compatibility with the existing IT infrastructure.

2) Budget Assessment and Approvals

Conduct a budget assessment and approval matrix. Define process for over budget and plan for contingencies. Details of budgets to be submitted with ROI.

3) Procurement Strategy

Identify vendors based on the requirements and initiate the process with a Request for Information (RFI) based on the information gathered during requirement gathering. Request For Quotation (RFQ) or an Request for Proposal (RFP) after qualifying the top vendors. Clearly define vendor qualification strategy.

4) Project Timeframe and Milestones

Full project timeline

Cooktime Timeline and Analyses_HRIS Fina
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Download • 44KB

* To view full timeline please change “Display Week” to desired week 1-30


Milestones:

● Initial Budget Approvals

● Requirements Definition Report

● Vendor Selection

● Define & Map User Roles

● Product Launch

5) Project inclusions and deliverables (in scope)

● Implementation for the entire organization

● Integration from existing HRIS system

● Customizations and features defined in the business requirement gathering

● User access and Training

6) Project exclusions (out of scope)

● Department-level customization - system should be able to be broadly applied across the entire enterprise.

● Total compensation strategy - Compensation & Benefits responsibility may use the data to design bonus and commission structure post-implementation

● Historical data hygiene and storage - Immediate needs are for implementing a new process, previous 5 years of performance reviews can be uploaded post-implementation

Project Resources

This project’s resource list includes Equipment, Materials, Supplies, Facilities, and Infrastructure that will be relevant to our project.


● Hardware & Network Capabilities: Existing desktops, laptops, and networks access points. Three laptops for training consultants.

● IT And Telecom for Consultants: computers, phones, printers, faxes

● Office space for consultants

● Meeting space (in person or virtual): Meetings for steering committee; conference rooms for “Train The Trainer” sessions and end user training.

● Time: Commitments for regular meetings, vendor consultations, and configuration.

● Money: Budgetary commitments for physical resources, system costs, and temporary personnel.


Vendor Project Team Roles


Role

Department